To-dos & Docs & Files
Collect client tax documents without the email attachment chase
Clients freeze when you hand them a 35-page blank PDF organizer, and your staff loses hours hunting through email threads for missing W-2s. CPA Relay pairs itemized client to-do checklists with shared amber folders and automatic email nudges.
Accepts PDFs, Excel, Word, ZIP & iPhone HEIC photos up to 50 MB per file
Shared checklists & folders
Why do itemized PBC checklists beat traditional 35-page tax organizers?
Traditional blank PDF organizers overwhelm clients and produce low return rates. Itemized PBC checklists break document requests into single, actionable to-dos with clear due dates, allowing clients to snap photos of tax forms from their phones, upload files directly, and check off items one by one without feeling lost.
Share a plain-English PBC checklist on the project—like "Upload final December bank statement" or "Consolidated 1099 from Fidelity." Clients upload files straight into shared amber folders from their computer or phone, comment with questions, and check items off as they go.
- Mobile-friendly uploads: Clients can snap a clear photo from their phone (including Apple
.HEICphotos) or drag and drop PDFs, spreadsheets, and ZIPs up to 50 MB. - Instant visibility control: Keep client uploads in shared amber folders (like 2025 Tax Documents) and move working papers into sky-blue firm-only folders (Default Project Files) in one click.
- Automatic & one-click nudges: Overdue client to-dos send automatic email reminders and surface on your What's Outstanding board with a one-click Nudge button.
To-do list templates
How do automated reminder cadences stop client document chases without spamming?
CPA Relay enforces smart reminder cadences—such as notifications at 3 days before due date, on the due date, and 3, 7, and 14 days overdue. As soon as a client uploads a requested file or completes the to-do, automated notifications stop instantly, preventing awkward reminders on already submitted documents.
Set up reusable To-do List Templates in Settings → Templates for your standard 1040 intake, 1120-S year-end close, or monthly bookkeeping workflow. When you add a template to a project, CPA Relay does the setup math for you.
- Smart role assignment: Template roles automatically turn into real people (such as the project's lead or the client's primary contact) when added to a project.
- Relative due-date offsets: Set relative due offsets on template items and they convert into real calendar dates automatically.
- Safe to edit anytime: Updating or deleting a template in Settings never alters checklists you already added to active projects.
PBC templates & automated reminders
How does amber vs. sky folder visibility organize client uploads and firm workpapers?
Shared amber folders give clients a secure, clear destination to view and upload tax documents up to 50 MB (including iPhone HEIC photos). Firm staff can move finalized files into sky-blue firm-only folders with a single click, keeping internal workpapers, review checklists, and draft calculations completely private.
| Checklist / Intake Type | Typical PBC Request Items | Automated Reminder Rules (Chaser Cadence) | Client Upload & Phone Support |
|---|---|---|---|
| 1040 Individual Tax Intake | W-2s, 1099-INT/DIV/NEC/MISC, 1098 Mortgage Interest, K-1s, property tax bills, closing statements, child care provider EIN & receipts | -3 days before due date, on due date, +3, +7, +14 days overdue; automatically stops when client uploads file | Drag & drop PDF, Excel, or snap iPhone .HEIC photos straight from mobile phone browser |
| 1120-S / 1065 Business Tax PBC | Year-end trial balance, general ledger export, 12 monthly bank statements, credit card reconciliations, Form 941/940 payroll returns, asset purchases | Weekly reminder offsets scheduled relative to project intake; 1-click manual partner "Nudge" from What's Outstanding | Bulk multi-file upload up to 50 MB per file with automatic file-type sanitization and SHA-256 storage |
| Monthly Bookkeeping Statements | Prior-month bank & merchant statements (Stripe/Square), uncategorized transaction receipts, sales tax reports, loan payoff statements | Recurring monthly schedule triggers on the 1st; gentle automated chasers at day 5 and day 10 | Dedicated amber folder with permanent client comment threads on individual requested transactions |
| Automated Chaser Cadences & Rule Engine | Universal engine applies across all active engagement projects and ad-hoc client requests | Default -3, 0, 3, 7, 14 days; automatically ceases the moment a client uploads files or checks the to-do | Responsive client site presents single clear "What we need from you" checklist with zero password friction |
Frequently asked questions
Document request & PBC checklist questions
What file formats and sizes can clients upload to document requests?
Clients can upload PDFs, Microsoft Excel spreadsheets, Word documents, CSVs, scanned images, ZIP archives, and Apple iPhone .HEIC photos up to 50 MB per file. Mobile photos taken on smartphones are accepted directly without conversion friction.
Can we create custom reusable PBC checklist templates for our firm?
Yes. In Settings → Templates, you can build reusable To-do List Templates for Form 1040 intake, S-Corporation year-ends, 1065 partnerships, or monthly CAS closes. When applied to a new project, template roles and relative due dates convert to real deadlines automatically.
Do reminders continue sending if a client uploads only part of their tax documents?
CPA Relay tracks completion item by item. When a client uploads their W-2 and bank statements, reminders for those specific items stop immediately. Only unfulfilled to-dos remaining on their checklist continue to trigger automated follow-up nudges.
Practitioner guides
How small firms structure document intake
Practical guides on replacing static PDF organizers with itemized PBC request workflows.
Workflow & operations
The PBC Checklist Guide
How small CPA practices structure granular, plain-English request lists that clients finish on their phones.
Read guideWorkflow & operations
Client Tax Document Intake & Tracking
How to roll forward prior-year intelligence, track what arrived, and automate overdue nudges.
Read guideComparison
Spreadsheets & Email
Why tracking client tax files in shared workbooks breaks down and how a single triage view fixes it.
Compare workflowsRetire the 35-page tax organizer
Request an invitation for your firm and test CPA Relay's shared checklists and document folders.
50 GB storage per seat, pooled across the firm